Lukas.joe

Common Scheduling Mistakes and How to Avoid Them Used with permission Joe Lukas, PMP, PM, CCE Vice-President 609-575-9306 (c) 888-762-3683 (w) [email_address]

What Will Be Covered? Topic 1: ‘Dave Letterman’ top ten list of mistakes people make when preparing project schedules Topic 2: Recommended Scheduling Procedure

Topic #1: Common Scheduling Mistakes ‘ Dave Letterman’ Top Ten List: 7. Confusing Duration and Work 10. Not using the project summary task, header, footer and legend 9. Not Using Start & Complete Milestones 8. Linking Summary Tasks 6. Misuse of Constraints

Topic #1: Common Scheduling Mistakes ‘ Dave Letterman’ Top Ten List: 1. Lack of Scheduling Knowledge 4. Lack of Schedule Contingency 5. Presence of Hangers 3. Incorrect Schedule Logic 2. Inappropriate Level of Detail

Scheduling Mistakes: #1 Lack of Scheduling Knowledge Problem: difficult to prepare a correct and efficient schedule without knowing Critical Path Method : Forward and backward pass Critical Path determination Float calculation: Free Float (Free Slack) Total Float (Start Slack)

Scheduling Knowledge Check Total Float (also called Start Slack) is the amount of time that an activity may be delayed without delaying the: early start of any immediately following activity early finish of any immediately following activity late finish of any immediately following activity project completion date

Scheduling Knowledge Check When the “from” activity must complete before the “to” activity can complete, it is called: a finish-to-start dependency a start-to-finish dependency a concurrent activity a finish-to-finish dependency

Duration is defined as: the number of estimated hours of effort that is needed to complete an activity the total calendar time to complete an activity including week-ends and holidays the total number of work periods to complete a schedule activity the total time resources actually spend working on the activity Scheduling Knowledge Check

Scheduling Mistakes: #2 Inappropriate Level of Detail Avoid excessive number of tasks (use 20/80 Rule – not 8/80) Use sub-project schedules ( such as data migration detailed schedule ) & link to your project schedule Use progressive elaboration during project life to build each successive phase of your schedule

Scheduling Mistakes: #2 Inappropriate Level of Detail Includes the Structure of Project Tasks and Proper Naming of Deliverables & Activities Defined as “tasks” in scheduling software Use 20/80 Rule Major Deliverables May not be needed for small or medium projects, probably >1 level for large projects Deliverables Lowest level for control Work Package Deliverables Steps needed to create the deliverable Activities

Scheduling Mistakes: #2 Inappropriate Level of Detail Data Flow Diagram Risk Management Plan Training Manual Outline Test Plan Deliverables are written as a noun! Conduct unit test for program 21A Review requirements document Prepare report specification draft Write script for interface module Activities are written as an active verb-noun combination!

Scheduling Mistakes: #3 Incorrect Schedule Logic Gantt View - not useful for checking schedule logic (hard to follow relationships) Network Diagram – not useful since can’t easily see/follow entire schedule on screen BEST PRACTICE : Plot the schedule on one large sheet (many copy vendors can plot schedules) Tape on a wall and track the logic

Common Problem : incorrect use of SS with lag instead of FF with lag Example: Task A = Equipment Layout Drawing (5 days) Task B = Detailed Piping Drawings (7 days) Can start detailed drawings once equipment layout drawing started Scheduling Mistakes: #3 Incorrect Schedule Logic

Scheduling Mistakes: #3 Incorrect Schedule Logic Task A duration increased to 10 days Task B still shows completion in 10 Days! A 5 Day Duration B 7 Day Duration SS +3 ~ 10 Days Start-to-Start With 3 day lag Original Plan Actual

Scheduling Mistakes: #3 Better Schedule Logic Task A duration increased to 10 days Task B now shows completion in 15 Days! A 5 Day Duration B 7 Day Duration FF+5 10 Days Finish-to-Finish With 5 day lag Original Plan Actual

Scheduling Mistakes: #3 Checking Schedule Logic Default task box is not useful for checking schedule logic Change task box style to show early & late start, early & late finish so you can check schedule calculations Default Task Box Style Recommended Task Box Style ES EF LS LF ID Duration

Scheduling Mistakes: #4 Lack of Schedule Contingency Adjust the project contingency task duration up or down based on actual progress: Result => project completion date stays constant Project completion date only changes when the Project Team deems it appropriate Task P Schedule Contingency 11 days Project Complete Task Q ~ ~

Scheduling Mistakes: #4 Lack of Schedule Contingency Use a contingency log and drawdown graph (below) to track remaining schedule contingency Project Timeline 5 10 15 Days Nov Dec Jan Oct Feb Mar Apr May Schedule Contingency Start = 15 days 001 002 003 004 Status Date 8 days EAC = 0 days 5 10 15 005

Scheduling Mistakes: #5 Hangers Activity H is a Hanger – an unintended break in the network path All tasks should have at least one predecessor ( except the Project Start milestone ) All tasks should have at least one successor ( except the Project Complete milestone ) B C D E F H Project Complete Project Start

Scheduling Mistakes: #5 How to Check for Hangers Add Successor column to Gantt Chart View Scroll Predecessor and Successor columns for missing links Exception : Summary Level Tasks should not be linked Hangers These are NOT hangers – see schedule mistake #8

Scheduling Mistakes: #6 Misuse of Constraints Constraint Types Flexible Inflexible Semi-flexible Constraint Rules Negative Slack Deadlines

Scheduling Mistakes: #6 Misuse of Constraints Flexible Constraint : Schedule software can change the task start & finish date Default constraint type used: As Soon As Possible (ASAP) – default constraint type applied to tasks when scheduling from the project start date As Late As Possible (ALAP) – default constraint type applied to all new tasks when scheduling from the project finish date

Scheduling Mistakes: #6 Misuse of Constraints Inflexible Constraint : task must begin or end on a given date; called ‘hard constraint’: KEY POINT: You should only use an inflexible constraint if the task start or finish date is fixed by factors beyond the control of the project team! Must Start On (MSO) – Task must start on an exact date Must Finish On (MFO) – Task must finish on a exact date

Scheduling Mistakes: #6 Misuse of Constraints Semi-flexible Constraint : task has a start or finish date boundary & schedule can move dates within the boundary - ‘soft’ constraint: Start No Earlier Than (SNET) – task will not start before a specific date Start No Later Than (SNLT) – task will not start after a specific date Finish No Earlier Than (FNET) – task will not finish before a specific date Finish No Later Than (FNLT) – task will not finish after a specific date

Scheduling Mistakes: #6 Misuse of Constraints Entering a Finish date for a task (for example, in the Finish Column) applies an FNET constraint to the task Entering a Start date for a task (for example, in the Start Column) applies an SNET constraint to the task RECOMMENDATION : Never enter dates - let the schedule software calculate dates!

Scheduling Mistakes: #6 Misuse of Constraints In this case a ‘Must Finish On’ 8/4 was added to the Project Complete milestone (was 8/11) The start & end dates for the preceding tasks don’t change (note the 5 days of negative float), but successor tasks end dates would change Not showing reality!

Scheduling Mistakes: #6 Misuse of Constraints Example of constraints overuse:

Scheduling Mistakes: #6 Misuse of Constraints Constraints limit scheduling flexibility! Example: You have a five-day task that you want to finish by Friday, October 13 th : Today is October 3 rd You add a ‘Must Finish On’ constraint to the task Schedule software will move the start date out to Monday, October 9 th so you finish on October 13 th Even if task can be started/finished earlier, scheduling software will not reschedule the task to start earlier!

Scheduling Mistakes: #6 Use Deadlines Deadline – an option to constraints! Deadline for a task indicates the latest date you want the task to be completed: Notification if task scheduled completion date > deadline Deadline dates do not impact task logic Deadline

Scheduling Mistakes: #7 Confusing Work & Duration Duration = how long (the elapsed time) it will take to complete the task, not counting non-working time such as week-ends Work = how many hours of effort (work) are needed to complete the task Resources – specific people or work groups that will do the work of the task Availability – what % of time each resource is available to work on the task Definitions

Units = the number of resources and the availability of those resources: For example: if Helen is 100% available and Joe is 50% available to work on a task, the number of resource units is 1.50 Duration, Work and Resources/Availability are related – you can only specify two and scheduling software calculates the third value: Duration = Work / Units Scheduling Mistakes: #7 Confusing Work & Duration Duration and Work Relationship

Duration and Work Relationship: Individual has 60 hours of effort to complete a task The person has 50% availability due to other commitments Result is 120 hours duration (D = W/U = 60/0.5) Scheduling Mistakes: #7 Confusing Work & Duration

Scheduling Mistakes: #7 Confusing Work & Duration Schedule software allows you to decide on the Task Type for scheduling each task: Fixed Units - resources and availability do not vary - if you change Work or Duration, the other value changes Fixed Work – required work amount does not vary - if you change Units or Duration, the other value changes Fixed Duration – time period does not vary - if you change Units or Work, the other value changes

Scheduling Mistakes: #7 Confusing Work & Duration Change the duration, work is recalculated Change the units, work is recalculated Change the work, units are recalculated Example - For Fixed Duration: If the task type is: Units Work Work Work Units Duration Fixed Units Fixed Duration … and you change the … then schedule software recalculates Duration Duration Units Fixed Work Task Type Relationships: Duration Duration Work

Scheduling Mistakes: #7 Confusing Work & Duration Use Fixed Duration: Resources not assigned to tasks For Program/Project summary schedules Recommended “default” type to use Use Fixed Work: Work hours & resources assigned to tasks Resource availability can be varied When to Use Specific Task Types:

Scheduling Mistakes: #7 Confusing Work & Duration Use Fixed Units: Work hours & resources assigned to tasks Resource availability is fixed Fixed Units – very infrequently used When to Use Specific Task Types:

Scheduling Mistakes: #8 Linking Summary Tasks Some people like to show linked phases (sample above), or will link summary tasks to other summary tasks or to lower level tasks PROBLEM : on many projects some phase tasks may be able to start before completion of the prior phase Linking phases means entire phase must be completed before next phase begins

Scheduling Mistakes: #8 Linking Summary Tasks On many projects some tasks can start before completion of the prior phase Example: starting work on detailed specifications or obtaining price quotes while waiting for final funding approval Planning Phase Summary Task Execution Phase Summary Task Approvals 10 days P- 4 E-1

Scheduling Mistakes: #8 Linking Summary Tasks Linking the Summary Level Planning and Execution Phase Tasks means no Execution Phase tasks can start until the Planning Phase is complete In this example it pushes out the start date for Task E-1 by 10 days Task E-1 start pushed back 10 days due to link between summary tasks Planning Phase Summary Task Execution Phase Summary Task E-1 Approvals 10 days P- 4

Scheduling Mistakes: #9 Start & Complete Milestones First task - Project Start Milestone Last task - Project Complete Milestone Helps ensure no hangers Project Start Project Complete Schedule Contingency

Scheduling Mistakes: #10 Project Summary Task For new projects: add Project Summary Task : Go to ‘File’, ‘Properties’ and in the ‘Title’ field input your project name Go to ‘Tool’s, ‘Options’, ‘View’ tab and click on ‘Show Project Summary Task’

Scheduling Mistakes: #10 Project Summary Task Project Summary Task will be the first task listed in the Gantt View (task #0) When you print the schedule, the legend field shows:

Scheduling Mistakes: #10 Header, Footer & Legend Common mistake: not using header, footer and legend leaving unknown Version (revision) number & Date Go to ‘File’, ‘Page Set-up’ and click on the ‘Header’, ‘Footer’ and ‘Legend’ tabs BEST PRACTICE : define a common template for projects (impress your clients)

Scheduling Mistakes: #10 Header, Footer & Legend Header : Project Title & Company Logo. Footer : Left: Date of update Center: Page # of # Pages Right: Updated by (or Project Manager) Legend : File name Version (revision) number

Topic 2: Scheduling Procedure Set Project Start Date Set-up Project Summary Task Set Task Type to Fixed Duration Set-up Header and Footer Information Enter Tasks Establish Task levels using indent/outdent Establish Task Relationships Add Project Resources Assign Resources (and effort hours if desired) to Tasks

Scheduling Procedure Set Project Start Date Click on ‘Project’, then ‘Project Information’ Enter Start Date

Scheduling Procedure Set-up Project Summary Task: Click on ‘Tools’, then click on ‘Options’ On line 0 of your schedule (which is now the Project Summary Task), add your project name in the ‘Task Name’ column In the lower right corner check the box labeled ‘Show project summary task’

Scheduling Procedure Set Task Type to Fixed Duration: still in ‘Options’, click on ‘Schedule’ In the default task type field, select ‘fixed duration’, then click on ‘OK’ in lower right corner of dialog box

Scheduling Procedure Set-up Header and Footer Information Go to ‘File’, ‘Page Set-up’ and click on the ‘Header’, ‘Footer’ and ‘Legend’ tabs Header : Project Title & Company Logo Footer : Left: Date of update Center: Page # of # Pages Right: Updated by (or Project Manager) Legend : File name & version (revision) number

Scheduling Procedure Enter Tasks Start with WBS deliverables (see next slide for example) Add activities and milestones if desired Establish Task levels using indent & outdent on the toolbar

Scheduling Procedure WBS deliverables become Project Schedule Tasks

Scheduling Procedure Establish Task Relationships: Double click on a task, which opens the Task Information Dialog box Enter task ID, relationship type and lag if not 0

Precedence Diagramming Method Four types of dependencies or precedence relationships are used: Finish-to-Start (most commonly used) Start-to-Start Finish-to-Finish start-to-Finish (never used) A B FF

Scheduling Procedure Go to the Resource Sheet and add project resources (vendors, suppliers, contractors, internal personnel) under the ‘Resource Name’ column

Scheduling Procedure Assign Resources to Tasks from the Gantt Chart (sample next slide): From the Menu bar, click on ‘Window’ and ‘Split’. On the lower half of the screen will be detailed task information for the task selected on the Gantt chart Add resources to the tasks as appropriate If you want to manage work hours on the project, also add the planned hours of effort in the ‘Work’ field

Scheduling Procedure Gantt Chart showing split view for entering resources Don’t change to Fixed Work until schedule is baselined!

Conclusion Watch for the common scheduling mistakes outlined in this presentation! Follow the suggestions in this presentation when preparing schedules!

Questions? Joe Lukas, PMP, PM, CCE Vice-President 609-575-9306 (c) 888-762-3683 (w) [email_address]

Lukas.joe

More Related Content

What's hot (20)

Viewers also liked (7)

Similar to Lukas.joe (20)

More from NASAPMC (20)

Recently uploaded (20)

Lukas.joe

Editor's Notes